Urgent Required Purchase & Vendor Management Executive

Purchase & Vendor Management Executive

Company

The Project Café (TPC)

Location

Ahmedabad, Gujarat

Employment Type

Full-time

Department

Purchase & Procurement

Experience

1–2 years (Procurement / Purchase / Vendor Management)

About The Role

The Project Café (TPC) is looking for a responsible, proactive, and organised Purchase & Vendor Management Executive to manage the day-to-day purchasing and vendor coordination for our Ahmedabad café.

The role involves managing online and offline purchases, coordinating with vendors, comparing prices, placing orders, monitoring inventory requirements, and maintaining accurate purchase documentation.

The ideal candidate should be comfortable working independently, managing urgent requirements, negotiating with vendors, and ensuring the timely availability of quality materials at the best possible prices.

Key Responsibilities

Daily Purchase Management

Manage day-to-day purchase requirements for the café.

Collect and coordinate purchase requirements from the operations and café teams.

Ensure timely availability of food ingredients, beverages, packaging materials, cleaning supplies, stationery, maintenance items, and other café requirements.

Handle urgent and last-minute purchase requirements whenever necessary.

Coordinate with the internal team to ensure smooth daily operations.

Online Purchase Management

Manage daily online purchases through approved platforms and suppliers.

Place and track orders through platforms such as BigBasket, Amazon, Hyperpure, hypermarkets, and other relevant B2B procurement platforms.

Compare prices across different platforms wherever practical.

Evaluate price, quality, availability, and delivery timelines before placing orders.

Track deliveries, cancellations, replacements, refunds, and order discrepancies.

Maintain accurate records of online purchases and invoices.

Ensure purchases are made through approved company accounts and within the approved budget.

Vendor Management & Negotiation

Identify, coordinate with, and maintain relationships with vendors and suppliers.

Obtain quotations and compare vendor pricing, quality, and availability.

Negotiate prices, payment terms, and delivery schedules wherever applicable.

Follow up with vendors regarding orders, deliveries, shortages, and quality issues.

Maintain an updated vendor database and purchase rate list.

Explore potential new vendors to improve procurement efficiency.

Inventory Coordination

Coordinate with the café and operations teams to understand stock levels and upcoming requirements.

Monitor frequently used items and ensure timely replenishment.

Help prevent stock-outs and unnecessary excess purchases.

Coordinate regarding shortages, wastage, damaged items, and excess inventory.

Support the team in maintaining accurate inventory and purchase records.

Purchase Documentation & Accounts Coordination

Maintain proper records of purchases, purchase orders, quotations, invoices, and vendor details.

Verify quantities and prices against purchase orders and invoices.

Coordinate with the Accounts team regarding invoice submission and payment-related queries.

Maintain daily and weekly purchase reports as required by management.

Ensure purchase documentation is complete, accurate, and up to date.

Candidate Requirements

1-2 years of experience in procurement, purchase, or vendor management.

Experience in hospitality, F&B, café, or restaurant procurement will be a benefit.

Comfortable using online purchasing platforms and mobile applications.

Good working knowledge of MS Excel / Google Sheets.

Strong vendor coordination, negotiation, and follow-up skills.

Understanding of pricing, quality checks, and basic procurement processes.

Good communication and interpersonal skills.

Ability to manage multiple purchases and urgent requirements simultaneously.

Organised, proactive, and detail-oriented.

Ability to work independently and take ownership of the complete purchase process.

What We Are Looking For

We are looking for someone who can take ownership of the café's daily purchase requirements, maintain strong vendor relationships, ensure timely procurement, and support the operations team with efficient purchasing and coordination.

Interested candidates can apply on hr@theprojectcafe.co

Thanks

Vidhi Sheth

Pay

₹10,317.73 - ₹22,000.00 per month

Work Location

In person